Administrative Assistant 3 (Part Time 80%)

University of Washington Medical Center • Seattle, WA

1d • Hybrid

About The Position

The Information Systems & Operations Management (ISOM) Department at the Michael G. Foster School of Business has an opening for an Administrative Assistant 3. This position works directly under and closely with the ISOM Department Administrator. Together they provide support to over 40 faculty and PhD students in the department along with teaching assistants, graders, and other programs aligned with the department. The Administrative Assistant 3 is expected to work independently as well as in cooperation with the Administrator. This position uses a wide range of software programs and requires competent office skills and the ability to multi-task, prioritize and work under deadlines. Interruptions are to be expected. A positive, service-oriented attitude is a must along with a flexible and dynamic attitude.

Requirements

• High School/GED
• Three years of office or administrative support experience
• Strong working knowledge in Microsoft Office Suite and the ability to learn and utilize new software as necessary
• Proven ability to multitask, prioritize, and work independently and under deadlines with positive, service-oriented attitude
• Ability to work effectively with faculty, students, staff, and guests, at all university levels, in a multicultural environment
• Ability to adapt to the need of the moment, demonstrating flexibility and a dynamic attitude
• Desire to learn new skills

Nice To Haves

• Knowledge of University of Washington systems and procedures, especially Workday Finance, Student Database, Trumba, Interfolio, and Salesforce
• Knowledge of PhotoShop and WordPress
• Office experience in a university setting

Responsibilities

• Respond to inquiries by email, phone and in person regarding primarily departmental issues but may include school and university procedures and services
• Maintain data and department records of current and historical data including class syllabi, evaluations, and other various departmental reports
• Create and manage quarterly tasks including but not limited to: textbook orders, desk copies, course packs, course evaluations, office hours, and newsletters
• Logistics coordinator for all department seminar guests managing all aspects of visit: invitation, visitor and department scheduling, and reimbursements
• Correspond with various vendors to order/organize catering for events, handle deliveries, and order supplies
• Reserve equipment and rooms for department use; become familiar with the classroom systems and resources available at Foster
• Maintain information on departmental spending; collect, track receipts, and process travel and petty cash reimbursements for faculty and students; collect and track department billing from UW vendors
• Reconcile ISOM Procard and CTA accounts weekly
• Manage all communication and paperwork with incoming UW VISIT students (J1 & J2 Visa processing)
• Coordinate meetings for activities such as (but is not limited to) faculty recruitment and promotion and tenure processes
• Oversee department webpages and work with Foster MarComm to update as needed
• Assemble Department Chair reports and faculty publication reports as directed
• Solicit and schedule available teaching assistant positions
• Serve as liaison between supervisor and other department members, transmitting assignments and requesting status information
• Conduct and/ or respond to surveys and studies; compose narrative portions of documents such as brochures and policy statements
• Proctor make-up exams as needed
• Attend meetings as the administrator’s representative; provide information and report conclusions to supervisor’s unit
• Other projects and duties as assigned

Benefits

• For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
• There are many perks to working for the University of Washington. Learn more about the benefits that could be available to you as a UW employee.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees